ClubOps Global v1.8.9 Global.8.25 Operations Manual

Facility Modes and Vertical Packs

How Global.7 adapts ClubOps Global for different facility categories.

Facility Modes keep the same ClubOps Global core while changing terminology, setup defaults, starter data, and customer-facing workflows for the type of operation being launched.

Gym / Fitness starter pack

When Gym / Fitness Facility Mode is applied, the system creates or verifies starter data without deleting existing data.

Recommended workflow

1. Select the correct Facility Type in ClubOps > Settings.
2. Apply or verify the Facility Mode in ClubOps > Setup & Tools.
3. Review starter resources, plans, and programs before making the portal public.
4. Rename starter data or replace it with imported production data.
5. Run one complete customer flow and one complete staff flow before launch.

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Documentation coverage check

This manual was rebuilt by preserving the original Global.7 support file and adding current v1.8.9 Global.8.25 support sections instead of replacing the old manual with a condensed version.

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1. Product Overview

What ClubOps Global is, who it is for, and how it is positioned.

ClubOps Global is a WordPress-based facility operations system for clubs, courts, golf simulator facilities, gyms, fitness studios, hybrid facilities, memberships, bookings, classes, and programs built for operators that want control of their own platform instead of relying entirely on high-cost subscription club-management software.

The system is designed as a practical replacement or alternative to subscription platforms used in the gym, health club, sports facility, pickleball, court-booking, golf simulator, recreation, and boutique fitness markets. Buyers may evaluate it against systems such as Club Automation, Exercise.com, Daxko, Zen Planner, Mindbody, Jonas Club Management, Club OS, ClubReady, CourtReserve, Playbypoint, EZFacility, Glofox, Wodify, Pike13, TeamUp, and similar management platforms.

Core goal

The goal is to give a facility a complete operational portal for bookings, members, packages, programs, waivers, check-ins, staff workflows, live boards, PWA access, reminder push, email opt-in capture, facility modes, and vertical starter packs without forcing the business into a closed ecosystem.

Best-fit customers

• Pickleball clubs, tennis/court facilities, and racquet sport centers.
• Golf simulator facilities and indoor training centers.
• Gyms, training studios, boutique fitness brands, and sports performance centers.
• Multi-use recreation centers with reservable rooms, courts, bays, lanes, events, and classes.
• Operators that want WordPress ownership, WooCommerce payments, and custom extensibility.

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2. Purchase, Licensing, and Update Policy

How to think about ownership, updates, and commercial use.

ClubOps Global is intended to be sold as a commercial product rather than a free open-source plugin. The buyer receives use of the purchased version under the terms provided at purchase.

One-time purchase model

• The base product may be sold as a one-time purchase for a single site or licensed package.
• Major feature upgrades are not automatically free unless stated in the purchase terms.
• New feature development, vertical packs, migrations, data cleanup, custom styling, integrations, and priority support are separate services unless bundled.
• The buyer should retain their order receipt, license details, and download files.

Recommended protection approach

A balanced commercial approach is to use domain-based license activation without locking the customer into a hosted SaaS account. This allows the customer to own their WordPress install while discouraging unauthorized copying.

• At purchase, the buyer provides the production domain.
• The license can be changed through the buyer account or support request when a site is moved.
• Local/staging domains should be assigned or approved separately so development is not blocked while production remains protected.
• The operational database remains on the customer site, not inside a third-party SaaS dashboard.

This manual explains product use. Exact license enforcement, update access, renewal terms, and support terms should be defined on the product sales page and order agreement.

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3. Recommended Deployment

A clean setup reduces plugin conflicts and makes the portal easier to maintain.

The recommended deployment is a dedicated WordPress install on a subdomain such as:

• club.example.com
• members.example.com
• portal.example.com
• booking.example.com

A separate portal install keeps operational workflows clean while the main marketing website remains optimized for SEO, sales copy, media, and landing pages.

Recommended environment

• HTTPS/SSL enabled.
• Current WordPress version.
• Lightweight theme or blank/canvas template.
• WooCommerce only if online payments are needed.
• SMTP/mail logging plugin for reliable email delivery.
• Security and backup system appropriate for membership/payment data.
• Minimal page builders and nonessential plugins.

Recommended navigation

Public navigation should usually include Book Now, Choose Membership, Choose Program, Events, Waiver, Check In, Member Portal, and Install App. Internal/admin pages should not be exposed in the public navigation.

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4. Quick Start Checklist

The fastest safe path from installation to usable portal.

1. Install and activate ClubOps Global.
2. Go to ClubOps > Settings and configure facility name, colors, logo, email, currency, booking rules, and Facility Type / Vertical Mode.
3. Go to ClubOps > Setup & Tools and apply or verify the correct Facility Mode starter pack if needed.
4. Go to ClubOps > Setup & Tools and run Create / Verify Pages.
5. Create or import resources such as courts, bays, lanes, rooms, or instructors.
6. Create or import memberships, packages, and credit plans.
7. Create or import programs/classes/events if the facility uses scheduled registration.
8. Test one guest booking, one member-priced booking, one program registration, one waiver, and one check-in.
9. If WooCommerce is active, test a paid reservation, paid membership, and paid program registration.
10. Set up account claim so returning customers can link to their existing member record.
11. Review public navigation and hide any pages that should remain internal.

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5. Generated Pages and Shortcodes

Public pages can be generated automatically or created manually with shortcodes.

ClubOps Global includes a page generator inside ClubOps > Setup & Tools. Run Create / Verify Pages after installation or major updates. If older generated shortcode content is found, newer builds can update the shortcode content for generated pages.

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6. Settings

Facility branding, booking behavior, member pricing, PWA, push, and account claim.

Use ClubOps > Settings as the facility-wide configuration screen. These settings shape the customer experience, staff workflow, and portal behavior.

Recommended default positions

• Use reminder-only push, not marketing push.
• Use account claim for guests who become leads or members.
• Keep member pricing tied to linked member accounts unless staff applies it manually.
• Use HTTPS before testing PWA install or web push.

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7. Resources

Courts, bays, lanes, rooms, training floors, studios, instructors, and bookable assets.

Resources are the bookable assets of the facility. A resource can represent a pickleball court, tennis court, golf simulator bay, cornhole lane, training floor, studio room, turf lane, private training room, coach, instructor, event space, or other reservable asset.

Recommended fields

• Name: public/internal name such as Court 1 or Golf Bay 3.
• Resource type: court, golf bay, cornhole, room, studio, training floor, lane, coach, or other.
• Status: active, blocked, maintenance, or closed.
• Slot length: default booking duration.
• Buffer: cleanup or transition time between reservations.
• Visitor price: public/non-member hourly price.
• Member price: lower linked-member price when applicable.
• Live board visibility: whether the resource appears on the public/TV board.

Conflict protection

ClubOps Global prevents overlapping reservations for the same resource. A booking on Court 1 from 2:00-3:00 should block Court 1 from 2:30-3:30 while still allowing Court 2 at the same time.

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8. Booking and Reservations

Public bookings, admin bookings, payment visibility, and overlap protection.

Public booking

The public booking screen lets a customer choose a resource, date, available time, and contact information. It creates a reservation and can also create or update a lead/member record.

Admin booking

Staff can create a reservation from the admin side for phone calls, walk-ins, manual holds, internal bookings, or front-desk adjustments.

Payment states

• Unpaid / awaiting payment: reservation exists but payment is not complete.
• Paid: payment has been completed or marked paid by staff.
• Waived: no payment is needed, package credit was applied, or staff waived payment.

Customer experience

Where payment is enabled, the customer should clearly see the payment status and a continue-to-payment link. Where approval or manual payment is used, the system should explain that the reservation request has been received.

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9. Members, Leads, and Account Claim

How contacts become linked portal users without duplicate records.

ClubOps Global treats member records as the operational CRM foundation. A person may begin as a guest, become a lead, claim an account, purchase a plan, and later become a full member. The goal is to avoid duplicate records while preserving history.

How member records are created

• Public booking.
• Program/class registration.
• Public membership/package signup.
• Manual staff entry.
• CSV import.

Account claim flow

1. A guest books, registers, joins, or is imported.
2. A ClubOps member/lead record exists.
3. Staff or the system sends a secure claim email.
4. The customer opens the claim link, verifies the email, and sets a password.
5. The WordPress user links to the existing ClubOps member record.
6. Future portal sessions show linked bookings, packages, credits, waivers, and match history.

Staff actions

• Search by name, email, phone, or code.
• Edit contact details, status, tags, notes, and waiver status.
• Send account claim link.
• Assign or adjust membership/package records.
• Review bookings, check-ins, and activity logs.

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10. Memberships, Packages, and Credits

Public plan chooser, member pricing, package balances, and low-credit alerts.

The membership system supports the primary conversion funnel: a visitor books or registers, sees the value of member pricing, chooses a plan, pays through checkout if needed, and then claims a linked portal account.

Public membership chooser

The [hv_clubops_choose_membership] shortcode displays active plans as responsive cards. The chooser includes search/filter controls, uniform card heights, truncated copy, and Show more / Show less expansion for longer descriptions.

Plan types

• Membership: monthly, annual, or term-based access.
• Package: credits, passes, punch cards, or prepaid blocks.
• Unlimited: active plan with unlimited eligible use.
• Hidden/internal: staff-only, legacy, comped, promotional, or restricted plans.

Payment activation

When WooCommerce is active and the plan has a price, the buyer is sent to checkout. After successful payment, the member plan can activate automatically and account claim can be offered.

Credit behavior

• Credits may be applied to eligible reservations.
• Package credits can reduce eligible bookings to zero.
• Low-credit reminders can notify members before they run out.
• Staff can adjust credits for corrections or promotions.

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11. Programs, Classes, Clinics, and Events

Searchable public chooser and staff registration management.

Programs cover open play, clinics, lessons, camps, gym classes, open gym blocks, personal training, youth training, watch parties, golf events, leagues, tournaments, parties, and facility programs. They can be created manually or imported through CSV.

Public program chooser

The [hv_clubops_choose_program limit="200"] shortcode is designed for long schedules. It includes search, type filters, uniform cards, collapsed registration forms, and Show more / Show less descriptions.

Recommended public behavior

• Use a searchable chooser for long schedules.
• Use preview pages for short home-page sections.
• Keep registration forms collapsed until the customer chooses a program.
• Use clear member/non-member pricing where applicable.
• Use waitlist behavior when capacity is reached.

Staff behavior

• Create or import dated classes.
• Set capacity, price, member price, location, resource/room, status, and waitlist behavior.
• Review registrations and payment status.
• Export or review program/class attendance as needed.

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12. Waivers and Check-Ins

Risk acknowledgement and front-desk arrival workflow.

Waivers

Waivers collect the participant acknowledgement required before booking, check-in, or play depending on facility policy. The system records signature status and shows it against the member/guest record.

Check-ins

Check-in supports front-desk and kiosk style arrival. Customers can enter their information and staff can immediately see the visit status.

Operational use

• Use the waiver page as a public link from confirmation emails or navigation.
• Use the check-in page on a tablet at the facility entrance.
• Monitor live board occupancy for active resource use.
• Use visit notes for league, open play, guest, or clinic context.

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13. Live Facility Board

Visual resource occupancy for courts, bays, lanes, and displays.

The live board gives a visual, glanceable view of current resource availability. It can show pickleball courts, golf bays, cornhole lanes, training floors, studio rooms, turf lanes, private training spaces, and other active resource types.

Status types

• Available
• Occupied
• Reserved
• Reserved soon
• Blocked
• Closed

Display recommendation

Use [hv_clubops_resource_board display="tv" refresh="20"] on a dedicated screen or tablet for front-desk visibility. Keep public language simple and avoid exposing admin implementation notes.

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14. Leagues, Tournaments, Standings, and Scoreboards

Competitive programming and public results.

ClubOps Global includes tools for leagues, tournaments, matches, standings, scoreboards, and player match history. These features are useful for recurring competitive programs, ladders, round robins, tournament brackets, or facility competitions.

Public pages

• [hv_clubops_leagues] for league cards.
• [hv_clubops_tournaments] for tournament cards.
• [hv_clubops_standings] for standings.
• [hv_clubops_scoreboard] for public scores.
• [hv_clubops_my_matches] for player match history.

Public copy standard

Public-facing pages should never display shortcode instructions or internal setup hints. Customer-facing text should describe what the visitor can do or what will appear when scores are available.

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15. WooCommerce Payments

How paid bookings, paid programs, and paid memberships connect to checkout.

WooCommerce integration allows ClubOps Global to create payment orders for reservations, program registrations, and membership/package purchases. This keeps payment processing inside the site owner’s WordPress/WooCommerce stack.

Typical payment flows

• Reservation creates a WooCommerce order or payment hold.
• Program registration creates a WooCommerce order when payment is required.
• Membership chooser creates a pending plan and sends the buyer to checkout.
• Successful WooCommerce payment updates the ClubOps record.

Testing recommendation

Before launch, test paid and unpaid versions of every flow. Confirm the correct status appears inside ClubOps and that the customer receives clear instructions.

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16. Imports, Migration, and Backup

CSV import tools for real-world setup and migration previews.

Setup & Tools includes Facility Mode starter packs plus importers for members, resources, plans/packages, and programs/classes. CSV imports make it possible to build a realistic demo or production migration without manually entering hundreds of records.

Recommended import order

1. Confirm Facility Type / Vertical Mode.
2. Resources CSV.
3. Memberships/packages/plans CSV.
4. Members CSV.
5. Programs/events/classes CSV.
6. Review public pages and run test workflows.

Import behavior

• Resource import deduplicates by resource name.
• Plan import deduplicates by plan name.
• Program import deduplicates by title and start time.
• Member import deduplicates by member code first, then email.

Backup recommendation

Export data and back up the WordPress database before any major import, operational reset, or migration change.

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17. PWA and Reminder Push

Installable portal experience without a native app.

ClubOps Global includes built-in PWA support so customers and staff can install the portal on desktop, phone, or tablet without a separate PWA plugin.

PWA features

• Generated web app manifest.
• Service worker foundation.
• Offline fallback screen.
• Install prompt and install helper shortcode.
• Desktop, phone, and tablet installation copy.

Reminder push

Push notifications are intended for reminders only. This protects the user experience and keeps the system focused on operational messages such as reservation reminders, program reminders, payment nudges, and low-credit notices.

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18. Staff Roles and Permissions

Admin access should match real operational responsibilities.

ClubOps Global is intended to support everyday staff workflows without giving every employee full WordPress administrator access.

Typical staff capabilities

• View and manage reservations.
• Create admin bookings.
• Check in guests and members.
• View and update member/lead records.
• Edit assigned staff/users where manager access is appropriate.
• Manage programs, classes, and registrations.
• Review payment, package, and credit status where permitted.

Security recommendation

Use the least access needed for each staff role. Limit full WordPress administrator access to owners, technical administrators, and trusted managers.

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19. Access Check and Digital Member Cards

Staff can verify member access from the backend while customers can carry a digital or printed card.

Purpose

The Access Check layer is used by front desk staff, managers, and permitted staff roles to decide whether a person should be allowed to enter, check in, receive member pricing, or use included benefits.

Where staff use it

• Go to ClubOps > Access Check.
• Search by member code, barcode scan, email, phone, or name.
• Review access state, warnings, active plans, invoice status, waiver status, today's reservations, and check-in state.
• Use Record Check-In when the member is clear to enter.

Customer membership card

The customer-facing digital membership card is displayed with [hv_clubops_member_card]. The card shows the member name, account role, member code, status, and a scannable Code 128 barcode.

Printed card behavior

• The print action is designed for a CR80-style wallet card size: approximately 3.375in by 2.125in.
• The print flow isolates the card so the whole WordPress page does not print.
• Browsers may still require Background graphics to be enabled in the print dialog for color fills.
• The printed code text remains below the barcode as a fallback for staff entry.

Access decision checks

Support checks

1. Create or find a linked member with an active plan.
2. Open ClubOps > Access Check.
3. Search by the member code shown on the member card.
4. Print the card to PDF and confirm it stays one card/page.
5. Record a check-in and confirm the duplicate check-in warning appears if checked again.

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20. Billing Center and Monthly Billing

Monthly billing support is intentionally staged so WooCommerce pay-now notices remain the safe default.

Billing modes

Billing Center

Use ClubOps > Billing to review monthly membership invoices, open balances, due dates, recovery notices, final notices, WooCommerce orders, and offline payment actions.

Invoice actions

• Create/Open WooCommerce order: creates or opens the linked pay-now order.
• Checkout link: gives staff the customer payment link.
• Send reminder: sends a billing reminder email for an open invoice.
• Final notice: sends the final configured notice before suspension or escalation.
• Mark paid offline: records staff-confirmed payment and can reactivate access.
• Void invoice: closes an invoice that should no longer be collected.

Recovery settings

• Grace days control when unpaid billing can suspend access.
• Reminder interval controls how often recovery emails are sent.
• Maximum reminders prevents endless repeated notices.
• Final notice timing controls when the final warning is sent.
• Email templates should be reviewed before launch for facility-specific tone.

Operational warning

Support checks

1. Confirm Billing Processor Mode is set to WooCommerce Pay-Now Notices.
2. Create a monthly billing plan and assign it to a test member.
3. Run Run Billing Check Now.
4. Confirm the invoice appears in Billing Center.
5. Create/open the WooCommerce order and verify checkout works.
6. Mark paid offline on a test invoice and confirm access reactivates.
7. Set the invoice overdue and confirm reminder/final notice controls do not fatal.

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21. Membership Lifecycle and Household Benefits

Memberships can be paused, resumed, cancelled, shared, or restricted without giving uncontrolled access.

Lifecycle controls

Household account fields

• Account role: individual, primary/account holder, spouse/partner, dependent/child, billing contact, guest/lead.
• Parent/primary member: links a person to the household owner or parent account.
• Billing member: identifies the member responsible for billing.
• Relationship label: staff-friendly text such as son, spouse, parent, guardian, or partner.
• Emergency contact: emergency name and phone stored on the member record.

Shared benefits

Household sharing is off by default. A plan/package must explicitly allow household sharing before linked members can receive access, member pricing, or included usage from another account.

Household sharing controls

• Share With Linked Household: enables or disables shared benefits for that plan.
• Household Coverage Limit: optional limit for how many linked people may be covered.
• Covered Household Roles: controls whether spouse, dependent, billing contact, guest/lead, individual, or all linked roles are eligible.

Support checks

1. Create a primary member with an active shareable plan.
2. Create a dependent member linked to the primary/billing member.
3. Leave sharing off and confirm the dependent does not receive benefits.
4. Turn sharing on for dependent/child and confirm Access Check recognizes shared coverage.
5. Test booking or program pricing for the dependent and confirm member pricing only applies when allowed.
6. Set a coverage limit and test one more linked person than allowed.

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22. Program Rosters, Attendance, Waitlists, and Messaging

Programs and classes now support lifecycle operations beyond simple registrations.

Roster screen

Each program/event can have a roster view. Staff use it to review registrants, payment state, waitlist position, attendance state, and follow-up status.

Attendance states

Waitlist behavior

• Waitlist records do not consume program capacity.
• Roster view shows waitlist totals and waitlist position.
• Staff can promote a waitlist record when a spot opens.
• Paid waitlist promotions create the WooCommerce pay-now order when promoted.
• Public program cards can show spots left, waitlist open, and number waiting.

Roster messaging

Staff can send a one-time email from a roster to selected audience groups. Messages are sent individually so participants do not see each other's email addresses.

Roster message audiences

• registered attendees
• waitlist only
• marked present
• marked no-show
• marked excused
• awaiting payment
• all non-cancelled registrations and waitlist entries

Roster message tokens

Support checks

1. Create a class with a small capacity.
2. Register more people than capacity and confirm waitlist positions appear.
3. Promote a waitlist member and confirm capacity count updates.
4. Mark attendees present, no-show, and excused.
5. Export the roster CSV.
6. Send a roster message to a test address/audience on staging.

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23. Program Cancellations, Refund Follow-Up, and Make-Up Credits

Cancelled sessions need operational follow-up without pretending money was refunded automatically.

Session cancellation

Staff can cancel a program/class/event session from the roster. The cancellation closes public registration and updates active registrations and waitlist entries.

Cancellation effects

• The program status changes to cancelled.
• Public registration closes.
• Active registrations are cancelled.
• Waitlist entries are cancelled.
• Paid registrations are marked refund due for staff follow-up.
• An optional cancellation email can be sent to the roster.

Refund and credit follow-up

Make-Up Credits

When a paid cancelled registration is marked as Make-Up and is linked to a member record, ClubOps can create or update a system package called Make-Up Credits. If the registration is not linked to a member, ClubOps logs that staff must apply the credit manually.

Support checks

1. Create a paid registration linked to a member.
2. Cancel the session and confirm the registration shows refund due.
3. Resolve one test registration as refunded.
4. Resolve one as credit issued.
5. Resolve one as make-up credit and confirm the member receives the Make-Up Credits package.
6. Try make-up credit on an unlinked registration and confirm it logs/manual-fallbacks instead of fataling.

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24. Staff Role Builder and Staff Schedule

Backend access and staffing workflows are separated from public shortcodes.

Staff Role Builder

Use ClubOps > Staff to assign staff roles and create/edit custom roles. Staff roles control backend menu access and operational actions.

Default role behavior

• Default ClubOps roles are protected from deletion.
• Default role permissions can be edited.
• Custom roles can be created, renamed, permission-tuned, and deleted.
• Administrator accounts are protected and should be managed from WordPress Users.
• Staff role assignment replaces the user's primary WordPress role.

Key capabilities

Staff Schedule

Use ClubOps > Staff Schedule to plan staff shifts by staff user, date, start/end time, area/station, shift role, status, and notes.

Staff Schedule features

• Add, edit, and delete shifts.
• Filter by date range, staff user, and status.
• View coverage snapshot by date and station/area.
• Prevent accidental overlapping shifts for the same staff user.
• Allow intentional overlap when needed.
• Export the filtered schedule to CSV.
• Print a cleaner schedule without the full WordPress admin chrome.

Support checks

1. Create a non-admin staff user.
2. Assign a ClubOps role.
3. Confirm the user sees only the expected backend pages.
4. Add a staff shift.
5. Try to add an overlapping shift without allowing overlap and confirm it blocks cleanly.
6. Repeat with overlap allowed and confirm it saves.
7. Export and print the filtered schedule.

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25. CRM Follow-Ups and Pipeline

Member and lead operations now include task follow-up and sales/retention pipeline tracking.

Follow-Ups

Use ClubOps > Follow-Ups to create member/lead tasks for sales, billing, waivers, renewals, programs/classes, retention, and general staff reminders.

Follow-up fields

• Member or lead record.
• Task type.
• Priority.
• Due date and due time.
• Assigned staff/admin user.
• Status: open, completed, dismissed, or deleted.
• Notes and task title.

Follow-up tools

• Stats for open, overdue, due today, due soon, and assigned-to-me tasks.
• Filters by status, type, priority, assigned staff, due window, and keyword.
• Bulk complete, reopen, dismiss, and delete.
• CSV export for the current queue view.
• Reminder email action for assigned staff.
• Member table link and open follow-up count/status.

CRM Pipeline

Use ClubOps > CRM Pipeline to track member/lead movement through sales, trial, conversion, nurture, and lost stages.

Pipeline fields

• Pipeline stage.
• Lead/source.
• Estimated value.
• Last contact date.
• Next contact date.
• Pipeline notes.

Pipeline stages

Support checks

1. Create a follow-up tied to a member.
2. Complete, reopen, dismiss, and delete test follow-ups.
3. Export the follow-up CSV.
4. Update a test lead's pipeline stage/source/next contact inline.
5. Bulk move two test records to a stage.
6. Export the pipeline CSV.
7. Set a test record to Won and confirm it can be marked active.
8. Set a test record to Lost and confirm it can be marked inactive.

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26. Activity Log, Admin Menu, and Audit Trail

Operational actions should leave a trail staff can review later.

Activity Log

Use ClubOps > Activity Log to review operational events such as settings updates, imports, access checks, billing actions, roster activity, staff shift changes, follow-up changes, and pipeline updates.

Filters

• Object type.
• Event type.
• Date range.
• Actor/user.
• Keyword search.

Export

The Activity Log can export filtered activity records to CSV. This is useful for support review, manager handoff, billing research, staff training, and migration troubleshooting.

Admin menu organization

The ClubOps admin menu is organized for operational clarity. Main workflow pages are grouped predictably, while Settings, Setup & Tools, and License remain at the bottom where admin/configuration links are expected.

Support checks

1. Perform one action in Billing, Programs, Staff Schedule, Follow-Ups, and Pipeline.
2. Open Activity Log and filter by recent date.
3. Search for one action by keyword.
4. Export the filtered log.
5. Confirm the menu order remains readable after plugin update.

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27. Current Admin Menu Reference

The following menu entries and capabilities are detected from the current plugin build.

Current shortcode reference

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28. Critical QA Test Plan

These tests should be run before putting a build in front of staff or customers.

Fatal-error smoke tests

1. Activate the plugin on staging and open the WordPress admin dashboard.
2. Open every ClubOps submenu page once.
3. Open each generated public shortcode page once while logged out.
4. Open each generated public shortcode page once while logged in as a linked member.
5. Run Setup & Tools page generation after an update.

Payment and billing tests

1. Buy a paid membership through WooCommerce checkout.
2. Create a monthly billing plan and run Billing Check Now.
3. Open the Billing Center invoice and generate/open the Woo order.
4. Send reminder and final notice on a staging invoice.
5. Mark one invoice paid offline and one invoice void.
6. Confirm overdue/suspended access is reflected in Access Check.

Program and roster tests

1. Register for a free class.
2. Register for a paid class and complete Woo checkout.
3. Fill a class to capacity and create a waitlist registration.
4. Promote the waitlist registration.
5. Mark attendance as present, no-show, and excused.
6. Cancel a paid session and resolve refund/credit/make-up follow-up.

Staff and CRM tests

1. Create a staff user and assign a non-admin ClubOps role.
2. Confirm the staff user sees only permitted menus.
3. Create, edit, export, print, and delete a staff shift.
4. Create, bulk update, export, and delete follow-ups.
5. Update pipeline stages inline and through bulk update.

Household and access tests

1. Create primary, spouse, and dependent member records.
2. Assign a plan with household sharing off and confirm no inherited access.
3. Enable sharing for a role and confirm inherited access appears.
4. Test coverage limits.
5. Print a member card to PDF and scan/type the member code into Access Check.

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ClubOps Global v1.8.9 Global.8.25 Changelog

Current plugin changelog content through the latest tested build.

Version 1.8.9-global.8.25

• Added CRM Pipeline page for member/lead sales and retention tracking.
• Added pipeline fields to member records: stage, source, value, last contact, next contact, and pipeline notes.
• Added pipeline stats, stage/source/status/next-contact filters, keyword search, inline row updates, bulk stage/source/next-contact updates, and CSV export.
• Converted/won pipeline stage can mark the member active; lost stage can mark the member inactive.
• Added activity log entries for pipeline updates, bulk updates, and exports.

Version 1.8.9-global.8.24

• Member CRM Follow-Ups Stage 2 bundle.
• Added CSV export for the current follow-up queue view.
• Added bulk complete, reopen, dismiss, and delete actions for follow-ups.
• Added quick stats links for open, overdue, due today, and assigned-to-me follow-ups.
• Added priority filtering and keyword search for follow-ups.
• Added staff reminder email action for open follow-ups.
• Added dismiss follow-up action.
• Added Follow-Up link and open follow-up status column to the Members admin table.
• Added CRM styling for priority rows, overdue tasks, bulk actions, and clickable stats.

Version 1.8.9-global.8.23

• Added Member CRM Follow-Ups Stage 1.
• Added Follow-Ups admin page for member/lead sales, billing, waiver, renewal, program, and retention tasks.
• Added member_tasks database table with assigned staff, due date/time, priority, type, status, and completion tracking.
• Added dashboard tile and admin menu priority for Follow-Ups.
• Added task completion, reopening, deletion, and activity log entries.

Version 1.8.9-global.8.22

• Added Staff Schedule CSV export using the current date/user/status filters.
• Added Print Schedule action and print stylesheet for cleaner staff schedule printouts.
• Added activity log entry when a staff schedule export is generated.

Version 1.8.9-global.8.21

• Staff Schedule Stage 2: added shift editing, staff/status filters, overlap protection, and coverage snapshot.
• Added Allow overlap option for intentional double coverage.
• Added activity log entries for shift updates.

Version 1.8.9-global.8.20.1

• Hotfix: restored Staff Schedule admin page callback to prevent WordPress critical error.
• Added safe add/delete staff shift handlers and schedule list rendering.
• Added table self-check on Staff Schedule page so the staff shift table is created if needed.

Version 1.8.9-global.8.20

• Added Staff Schedule Stage 1.
• Added ClubOps > Staff Schedule for shift planning, coverage notes, date filtering, and staff shift deletion.
• Added hvco_staff_shifts database table with schema refresh on update.
• Added dashboard tile and activity log object links for staff shifts.

Version 1.8.9-global.8.19

• Added Household Shared Benefits Stage 1.
• Plans/packages can now be marked as shareable with linked household accounts.
• Added covered household roles and optional household member limit on plans.
• Linked spouse/dependent/billing/guest roles can receive member pricing/access only when the plan explicitly allows sharing.
• Access Check now shows when access is granted through a shared household plan.
• Booking/program pricing can now recognize eligible shared household membership benefits while defaulting all plans to no sharing.

Version 1.8.9-global.8.18

• Added Program Make-Up Credit Stage 1.
• Marking a paid cancelled registration as Make-Up now creates or updates a real member credit package when the registration is linked to a member.
• Added a system-created Make-Up Credits package used for staff-issued make-up credits.
• Added credit ledger entries for make-up credits issued from program/class/event registrations.
• If no member is linked, ClubOps logs that staff must add the credit manually.

Version 1.8.9-global.8.17.1

• Admin menu cleanup patch.
• Reordered ClubOps submenu into a predictable dashboard-first, alphabetical operations flow.
• Kept Settings, Setup & Tools, and License grouped at the bottom where staff/admins expect them.
• No database, billing, booking, program, or shortcode behavior changed.

Version 1.8.9-global.8.17

• Added Program Refund/Credit Follow-Up Stage 1.
• Paid cancelled registrations can now be resolved as refunded, credit issued, or make-up credit from the roster.
• Session cancellation now opens a follow-up status for paid registrations marked refund due.
• Roster stats now include refund/credit follow-up count.
• Roster CSV export now includes follow-up status, date, and notes.
• Activity log records refund/credit follow-up actions.

Version 1.8.9-global.8.16

• Added Program Cancellation Stage 1 from the roster screen.
• Staff can cancel a session, close public registration, cancel active/waitlist registrations, and optionally notify the roster by email.
• Paid registrations are marked refund_due for staff follow-up instead of pretending a refund happened automatically.
• Added activity log entries for session cancellations, registration cancellations, and cancellation emails.

Version 1.8.9-global.8.15

• Added roster messaging for programs/events.
• Staff can send one-time individual emails to registered attendees, waitlist members, attendance groups, or awaiting-payment registrations.
• Added roster email tokens for brand, customer, program, status, attendance, and waitlist position.
• Added activity log entries for roster email batches and per-registration delivery results.

Version 1.8.9-global.8.14

• Added Program Waitlist Stage 1.
• Confirmed/program capacity counts now exclude waitlist records so waitlist members do not consume seats.
• Roster view now shows waitlist totals and waitlist positions.
• Staff can promote waitlist registrations into a confirmed/payment-hold registration when space is available.
• Paid waitlist promotions can create the WooCommerce pay-now order at promotion time.
• Public program cards now show waitlist availability and waitlist counts.

Version 1.8.9-global.8.13

• Added Program Roster & Attendance Stage 1.
• Added roster view for each program/event from the Programs admin table.
• Added attendance statuses for program registrations: Present, No-Show, Excused, and Not Marked.
• Added quick attendance actions from Recent Registrations and roster view.
• Added roster CSV export for staff/admin use.
• Added attendance totals and activity log entries for roster/attendance actions.
• Added schema refresh on version change so new attendance columns can be added during plugin updates.

Version 1.8.9-global.8.12

• Added Membership Billing Processor setting with safe default: WooCommerce Pay-Now Notices.
• Added Gateway Recurring Billing option as a reserved/future route for direct gateway/token support.
• Added Settings and Billing Center notices explaining Woo notice mode, grace-period suspension, and why saved-card auto-charge is not enabled yet.
• Kept all existing monthly billing behavior on the Woo notice/pay-now flow so current staging/live workflows do not break.

Version 1.8.9-global.8.11

• Added Membership Billing Recovery Stage 1.
• Added billing recovery settings for grace days, reminder interval, maximum automatic reminders, and final notice timing.
• Added monthly billing email and final notice templates to Settings.
• Added recovery tracking on membership invoices: reminder count, last reminder date, final notice date, and suspended date.
• Billing Center now shows recovery status per invoice and final-notice queue count.
• Added manual Final Notice action for open membership invoices.
• Monthly billing processing can now send repeated recovery reminders on cadence and final notices after the configured due-date threshold.

Version 1.8.9-global.8.10

• Added Membership Lifecycle Stage 1.
• Added pause/freeze controls for member plans, including optional resume dates.
• Added resume access controls for paused memberships/packages.
• Added scheduled cancellation dates for end-of-term cancellation workflows.
• Added clear scheduled cancellation action.
• Added immediate cancellation action with lifecycle logging.
• Added lifecycle fields to member plan records for pause dates, cancellation dates, cancellation timestamps, and notes.
• Monthly billing now runs lifecycle processing before creating invoices, so paused plans are not billed until resumed and scheduled cancellations can complete automatically.
• Member portal now shows paused/frozen and scheduled-cancel status when relevant.
• Membership assignment table now includes lifecycle status and staff action controls.

Version 1.8.9-global.8.9

• Added ClubOps → Billing Center for monthly membership invoice review.
• Added dashboard Billing tile for monthly invoices, pay-now orders, and past-due review.
• Added billing filters by status, search, and due-date range.
• Added billing stats for open invoices, past due totals, due soon, and paid this month.
• Added manual billing check button to create due invoices from the admin.
• Added invoice actions: create/open WooCommerce order, send reminder, checkout, mark paid offline, and void invoice.
• Added offline paid handling to reactivate membership access and member status.

Version 1.8.9-global.8.8.2

• Rebuilt membership card print flow to print one isolated CR80-style wallet card instead of the full page.
• Added popup/isolated print document so background colors and barcode bars render correctly when printing to PDF.
• Added fallback print-root behavior if popups are blocked.

Version 1.8.9-global.8.8.1

• Staff role builder admin CSS cleanup for capability checkbox layout and readability.
• Fixed permission descriptions wrapping into the narrow checkbox column.
• Improved Add Custom Staff Role permission grid spacing and responsive behavior.

HV ClubOps Global v1.8.9-global.8.8

1.8.9-global.8.8

• Added dynamic Staff Role Builder in ClubOps > Staff.
• Staff roles can now be created, renamed, edited, and permission-tuned from the backend.
• Default ClubOps roles remain protected from deletion but their capabilities can be adjusted.
• Added dedicated hvco_access_check capability for member card scanning / staff access checks.
• Access Check now uses the new access-check capability while still honoring manage-checkins for backwards compatibility.
• Members admin now links directly to backend Access Check for each member when the current user has permission.
• Added household/shared-account access evaluation stage: linked billing/parent accounts can provide access context, and linked account billing issues can block or warn during staff access review.
• Added Household / Account fields to member records: account role, parent/primary member, billing member, relationship label, and emergency contact fields.
• Added household/account visibility inside member admin and Access Check evaluation.
• Added Print Membership Card button on the member card shortcode page.
• Added CR80-style wallet-card print CSS for scannable Code 128 membership cards.
• Preserved v1.8.9-global.8.6.2 scannable member card and Access Check features.

1.8.9-global.8.8

• Replaced the visual-only member card barcode bars with a real Code 128-B barcode renderer.
• Member card barcode now encodes the exact ClubOps member code so common scanners can type the code into Access Check / Check-In fields.
• Added scanner-friendly quiet zone, readable height, and printed code fallback under the barcode.
• Access Check fields already accept scanned member codes because scanners behave like keyboard input.

1.8.9-global.8.8

• Added My Member Card and Staff Access Check to Setup & Tools -> Create / Verify Pages.
• Default page generator now creates/verifies pages for [hv_clubops_member_card] and [hv_clubops_access_check].
• Keeps the v1.8.9-global.8.6 Access Check / Digital Member Card layer intact.

1.8.9-global.8.6

• Added Digital Membership Card shortcode: [hv_clubops_member_card].
• Added Staff Access Check shortcode: [hv_clubops_access_check].
• Added ClubOps -> Access Check admin screen for scanning/searching member code, email, phone, or name.
• Access Check evaluates member status, active/suspended memberships, open monthly invoices, waiver status, today's reservations, and whether the member is already checked in.
• Added Record Check-In action from Access Check using the existing check-in ledger.
• Added Access Check dashboard launcher tile.
• Added audit log entries for access checks and access check-ins.
• Added frontend/admin styling for digital cards, access results, barcode-style member codes, and status states.

1.8.9-global.8.5

• Added CSV Import Preview / Dry Run inside Setup & Tools.
• Preview validates Members, Resources, Membership Plans, Programs/Events, and Leagues/Tournaments before import.
• Preview reports estimated creates, updates, skipped rows, invalid rows, existing matches, and row-level warnings without writing to the database.
• Added audit entries for preview runs and completed CSV imports.
• Added Owner Recovery admin-post hook if it was not already registered.

1.8.9-global.8.4

• Added ClubOps Activity Log admin screen as the first low-risk operations-replacement layer toward deeper club-management parity.
• Added filters for object type, event type, date range, actor, and keyword search.
• Added CSV export for recent/filtered activity records.
• Added Activity Log launcher tile and submenu entry.
• Added Activity Log capability to ClubOps manager/admin roles.
• Added audit entries for settings and dashboard tile changes.

HV ClubOps Global v1.8.9-global.8.3

• Fixed public membership checkout forms that could hit WordPress's "The link you followed has expired" page when frontend caching/builders served a stale or altered nonce.
• Membership purchase forms now use a dedicated public nonce field and a same-site fallback instead of WordPress's hard-stop nonce screen.
• Added a friendly frontend expired/cached form message instead of a dead-end WordPress error.
• Tightened public membership card title wrapping so long plan names like Student/Senior Monthly do not overflow or clip in the first card.
• == 1.8.9-global.8.2 ==
• Hotfix: live board status dot now reflects actual resource status instead of the imported resource/accent color. Available now shows green, occupied remains blue, reserved is amber, blocked/closed is red, and inactive is gray.
• Fixed live board status badge CSS selectors so the visible pill matches the status class correctly.
• Converted common display icon keywords like pickleball, stadium, golf, coffee, and locker into icons instead of printing the raw words before resource names.
• == 1.8.9-global.8.1 ==
• Hotfix: restored the missing membership billing scheduler method referenced during plugin boot.
• Prevents a runtime fatal error caused by v1.8.9-global.8 calling maybe_schedule_membership_billing() before the method existed.
• Keeps Stage 1 monthly billing behavior from global.8 intact.

HV ClubOps Global v1.8.9-global.8

• Adds Stage 1 monthly membership billing ledger for Monthly Billing plans.
• Creates monthly WooCommerce invoice orders and portal Pay Now buttons when bills are due.
• Adds grace-period suspension/reactivation logic for unpaid monthly membership bills.
• Hooks billing due notices into email and existing reminder/push pipeline.

1.8.9-global.8

• Added membership billing method: one-time, paid in full, or monthly billing.
• Added commitment months and calculated checkout charges for paid-in-full monthly memberships.
• Program registration membership upsells now use the same calculated membership charge as the membership chooser.
• Plan CSV import/template supports billing_model and commitment_months while preserving older import files.

1.8.9-global.4

• Fixed public program/event listings so recurring imported schedules show on frontend shortcodes.
• Added open_play to public program scope.
• Recurring active schedules no longer disappear solely because the template start date is older than today.

1.8.9-global.3

• Added weekly recurring schedule support for Programs & Events.
• Added weekly recurring schedule support for Leagues and Tournaments.
• Added recurring fields to admin creation forms with default recurring OFF.
• Added CSV recurring import columns for programs/events.
• Added CSV recurring import for leagues/tournaments.
• Added CSV template examples for recurring programs and recurring competitions.
• Added generated future occurrence logic with missing-occurrence dedupe.
• Added recurrence metadata columns to programs and competitions.
• Keeps matches manual: recurring league/tournament dates do not auto-generate matches until staff chooses to generate matches.

1.8.9-global.2

• Improved PWA install handling for Android, desktop, iPhone, and iPad.
• Added generated safe-zone maskable PNG icons so wide/rectangular logos do not get cropped by Android app icon masks.
• Added iOS apple-touch-startup-image generation for common iPhone/iPad launch sizes.
• Added optional splash background image setting.
• Updated install shortcode to use the configured PWA App Name instead of hard-coded labels.
• Improved splash/logo sizing in standalone mode.

ClubOps Global Changelog

• Version: 1.8.9-global.2
• Release Type: PWA Install / Splash Update
• Added
• Device-aware PWA install logic for Android, iPhone/iPad, and desktop browsers.
• Global browser install prompt capture using beforeinstallprompt when supported.
• iPhone/iPad install guidance for Safari Share / 3-dot menu / Add to Home Screen flows.
• Configurable PWA splash screen for standalone app launches.
• New PWA settings for splash logo, background color, title, subtitle, and duration.
• Improved manifest icon MIME detection for PNG, JPG, WebP, and SVG icon URLs.
• App-mode document classes for standalone/fullscreen launches.
• Changed
• [hv_clubops_pwa_install] now renders a richer install panel with device-specific instructions.
• PWA branding keeps ClubOps as the install/app name while the facility can remain white-labeled elsewhere.
• Existing reminder push controls remain available from the install panel.
• Preserved
• All v1.8.8-global.7.1 license UI hotfix behavior.
• Facility Modes / Gym-Fitness Mode.
• Booking, memberships, waivers, check-ins, programs, competitions, live board, email opt-in, PWA, push reminders, reports, WooCommerce support, and license gating.

1.8.9-global.6

• Added enforced account-first registration flow for programs/events.
• Added inline portal account creation for non-logged-in program/event registration.
• Added WooCommerce customer/user linking to program registration flow.
• Added visitor/member/unlimited pricing logic for open play sessions.
• Added membership upsell option inside program/event registration flow.
• Added combined WooCommerce checkout support for membership + program registration.
• Paid registrations now remain payment-hold until WooCommerce payment completes.
• Free registrations/events still confirm immediately.
• Improved frontend registration messaging so checkout is the clear next step.

1.8.9-global.6

• Removed hard-coded unlimited/free assumptions from program registration pricing.
• Program/Event pricing now strictly uses configured non-member and member price fields.
• Added optional Included With Eligible Unlimited Plan flag, default off.
• Added non-member/member pricing fields to leagues and tournaments plus CSV import columns.

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29. Maintenance, Updates, and Support

How to keep the install stable after launch.

Maintenance checklist

• Back up the WordPress database and files regularly.
• Test plugin updates on staging before production when possible.
• Confirm WooCommerce payment flows after major WooCommerce or payment gateway updates.
• Review imports before running them on production.
• Keep SMTP/mail delivery working and monitor failed emails.
• Periodically review inactive users, old reservations, expired plans, and archived programs.

Update policy

ClubOps Global is a one-time-purchase product unless otherwise stated at purchase. Future upgrades, custom feature builds, implementation services, migration help, support retainers, and version updates may be sold separately.

When to request custom work

• Custom peak/off-peak pricing rules.
• Custom membership restrictions or family/student/staff/legacy plans.
• Recurring program generation beyond dated CSV imports.
• Custom branded portal landing pages.
• Advanced reporting dashboards.
• External integration work.

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30. Troubleshooting

Common problems and where to check first.

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31. Launch Review

Final review before putting the portal in front of customers.

Before sending customers to the portal, complete a real-world launch review using the facility’s actual resource, membership, program, payment, waiver, and check-in workflows.

Launch checklist

• All public pages exist and are linked correctly.
• Navigation only includes pages customers should see.
• Facility Type / Vertical Mode is correct for the installation.
• Resources are named clearly and match the facility layout.
• Membership/package plans are accurate.
• Program/class capacity, dates, pricing, and locations are accurate.
• Guest booking creates a clean lead/member record.
• Account claim links create and link user accounts correctly.
• Member pricing and package credits apply correctly.
• WooCommerce orders and payment statuses update correctly.
• Waivers, check-ins, and live board states work as expected.
• PWA install and reminder settings are tested on the intended devices.

Recommended next step

The current v1.8.8 Global.7 workflow is ready for live review. The next priority is to test the platform against real booking, membership, program, check-in, waiver, payment, and portal workflows, then identify the refinements needed before broader staff or customer rollout. For Global.7, also confirm that Facility Mode starter data is either production-ready or replaced with imported real facility data.

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v1.8.8 Global.7 Changelog

Major update: Facility Modes and Gym / Fitness Facility Mode.

• Major: Added Facility Modes / Vertical Pack foundation.
• Added Facility Type / Vertical Mode setting.
• Added Setup & Tools > Facility Mode / Vertical Pack panel.
• Added Gym / Fitness Facility Mode.
• Added gym-specific booking copy, waiver copy, email opt-in copy, PWA naming, and member code defaults.
• Added starter gym resources: Main Training Floor, Studio Room 1, Studio Room 2, Turf Lane 1, and Private Training Room.
• Added starter gym plans: Basic Gym Membership, Unlimited Classes Membership, 10-Class Pack, Personal Training 5-Pack, and Drop-In Class Pass.
• Added starter class/program examples: HIIT Conditioning, Strength Foundations, Yoga Mobility, Open Gym Drop-In, Small Group Training, and Youth Athletic Performance.
• Added program types for Class / Group Fitness, Open Gym, Personal Training, and Youth Training.
• Added shortcode aliases: [hv_clubops_classes], [hv_clubops_gym_classes], and [hv_clubops_gym_checkin].
• Added commercial LICENSE.txt file in the product ZIP.
• Updated product positioning from court/club software to a broader WordPress facility operations platform.

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